Record Keeping in the Human Resources Department of the Kwame Nkrumah University of Science and Technology: Implications for Service Delivery

Abstract

This study examined the record keeping infrastructure of the Human Resource Department (HRD) of the Kwame Nkrumah University of Science and Technology (K.N.U.ST). Its primary objective was to establish the extent to which records within the Department are managed as a defining resource in order to promote service delivery. Like most modern organisations, the HRD must have strategies to ensure that full and accurate evidence of its decisions, actions and transactions are recorded, captured and maintained by record keeping systems. In examining the infrastructure and programme structure, the study also looked at the strategies that determined how, when, where and in what form information is captured in records as evidence and for how long it is required.   The record keeping infrastructure of the HRD was examined in five key areas, namely; policies and regulatory framework, standards and practices for record care, storage facilities and preservation management, resources and the role of record keeping on the HRD service delivery.The case study method was employed and semi-structured interview and observation used as data collection instruments. The findings of the study revealed that the record keeping practices in the HRD are not adequately supported by a record keeping infrastructure which is made up of a policy and regulatory framework, a programme structure, resources and people. Furthermore, there was not in place a monitoring system to ensure sound record keeping standards and practices.

Keywords:  Record Keeping, Human Resource Department, Kwame Nkrumah University of Science and Technology, Implications, Service Delivery